Hope Youth Ministry Fundraising Policy

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Hope Lutheran

Youth Ministry Policies

Hope Youth Ministry Fundraising Policy Youth connected to Hope Lutheran Church have the opportunity to attend Servant Events, National Youth Gatherings, and Retreats that can add up financially. In order to offset the costs for individuals, we have established Fundraisers throughout the year. The following policy is to help youth and their families take responsibility in the raising of funds for events in which they want to participate. 

Prices and dates for trips and retreats will be publicized well in advance to give families opportunity to raise funds and make payments.

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Every trip (Servant Event, National Youth Gathering, and Retreats) will have a non-refundable deposit, due upon registration.

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When a youth registers for the event they will receive an estimate of how much the total trip will be and how much they will be financially responsible for.

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Beyond the deposit the youth and their families have a financial responsibility to pay for the rest of their trip. This responsibility can be taken care of through regular payments and/or fundraisers.

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3 months before the trip, or no later than early booking of the trip, 50% of the money must be raised or paid by the youth/ family.

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No later than 3 weeks before the trip 100% of the money must be raised or paid by the youth/ family.

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If youth raise more than their trip costs in a given year, they can move it to another account for the next year, or designate it to someone one else’s’ account. The church will not provide spending money for trips.

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If a youth drops out of a trip within 3 months of the event, the youth will still be responsible for covering incurred costs to the group (this is to cover contracts and tickets purchased by Hope Lutheran).

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The Youth Team will commit to doing fundraisers that earn at least $5.00 per hour to provide a service to the church or community. If a fundraiser doesn’t meet these criteria, we will evaluate the fundraiser for improvements or for its continued effectiveness.

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For each fund raiser a % of the profits will be distributed to the youth/family that planned and facilitated the fundraiser to be an incentive for parental involvement and leadership.

February 2015

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Hope Lutheran

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Youth Ministry Policies

When the student graduates from High School, their individual account can remain active for 1 year if they plan to attend the Servant Event or NYG. After that time, the funds in their account will go to the general Youth Ministry Scholarship fund.

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Fundraisers will be planned in the fall of each school year, and posted on the church website.

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Each fundraiser will be designated either for “All Youth”, or for a specific trip (SE, NYG) o All Youth Fundraisers are for all youth in 7-12 grade to participate in and traditionally include: 

Wreath Sales

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Pine Straw Sales

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Yard Sale

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Walnut Creek/Red Hat – parents work to earn funds. See details below.

o Specific group fund raisers include:

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Cupcake Challenge – for the Middle School Mission Team.

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Other events may be: Trivia night for NYG,

Each fundraiser will have a set guideline of how money is to be distributed. o 10% of the proceeds are set aside. Of that 10% it is divided: 

25% to the Youth Scholarship Account

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75% to the Lead Planning Family

o Table Sales in the lobby or a % is put into Leader Account to help offset the cost of Leader registrations. o The remainder is divided by families/individuals who worked the event will be determined by dividing the amount of profits by the number of hours worked by all at an event. o The “credits” transfer into dollars that are put into Individual Fundraising Account to be paid toward the specific trips the youth have signed up for. 

Individual Fundraising Accounts are tracked in the Hope Youth Google Account.

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You will be assigned a Biblical name for the family and invited to the account.

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You may not edit the file, it is a read only.

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All payments you make will be tracked in the document.

o As soon as possible after the event, the leaders will email a draft of hours worked – this is taken directly from the Signupgenius before the event, and sign in sheets at the event. o Families will have one week to respond to make any corrections to the draft. o Once the hours worked are entered into the Google Doc, they can no longer be changed.

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Hope Lutheran

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Youth Ministry Policies

Hope Youth Scholarship Account is available to help offset costs of youth who wish to attend a trip or retreat, but may have financial restraints. To access this scholarship, simply speak to the DCE & Youth Ministry and share the need.

Individual Fundraising Accounts: o Funds in the Individual Fundraising Account, and specific trip accounts are technically the property of Hope Lutheran Church. Hope has the right to distribute the funds as they deem necessary. o Individuals are responsible for tracking their own accounts by checking the Google Doc. o Amounts raised each year must be used by the end of the year (July). We cannot carry a balance in the Individual Fundraising Account from year to year. o Balances may be designated towards a specific trip for future (National Youth Gathering). 

Within the designated fund, individual amounts will be tracked.

Red Hat Amphitheater – instead of Walnut Creek. o Parents may sign up to be a part of the team. o Team members will have a separate meeting to discuss training, attire, and expectations. o Team members must communicate directly with the team leader about schedule changes. o Funds earned go directly to your individual accounts. o Distribution of funds (10%) as listed above apply. o Team Leader may ask members to step down form the team if they are not following the guidelines. This may need to be done to save the contract agreements.

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